Minutes of the Meeting of the Parish Council held on Wednesday 4 January 2012 at Kilham Hall commencing at 7.00 p.m.

IN ATTENDANCE: J A Staniforth (Clerk to the Council), Councillor Y Woodcock, J Murphy and

S Racjan (DMBC South Area Neighbourhood Team)

PUBLIC PARTICIPATION

As no members of the public were in attendance no items were raised

1) APOLOGIES

Apologies for absence were reported from Councillor G Warrender.

RESOLVED (1)

That the apologies be accepted and duly recorded.

2) DECLARATION OF PERSONAL AND PREJUDICIAL INTERESTS

A declaration of personal interest was received from Councillor B Fussey in respect of item 9. The Vice-Chair enquired as to whether any gifts or hospitality had been received during the past year and members present confirmed none had been received.

3) COMMUNITY POLICING REPORT

No representative of the Safer Neighbourhood Team was in attendance and no report had been received. It was noted that the next PACT meeting would take place on 12 January 2012 in Bawtry.

4) DMBC WARD COUNCILLORS REPORT

Councillor Woodcock reported that a meeting was to take place on 5 January 2012 to consider requests for funding from the flexible budget. There was no further update regarding Policy No.13 of the Core Strategy but it was an agenda item for the next PCJCC meeting. A seminar was also being arranged on changes to Housing Benefit regulations. It was hoped to provide a skip for community use in March.

RESOLVED (2)

That Councillor Woodcock is thanked for her attendance and the information provided

5) DMBC NEIGHBOURHOOD OFFICERS UPDATE

The DMBC Officers explained the revised role of the new Neighbourhood Team and that the team no longer had responsibility for cleansing and grounds issues as a new central team had been established for this role. The South Area was much larger than the previous area and the main responsibilities were enforcement of dog fouling, fly tipping and litter offences along with general support to communities in line with the new localism initiative. Residents were currently being canvassed on a street basis to provide feedback on positive and negative aspects of their community. Residents of St Vincents Avenue had been canvassed and eight responses from twenty homes had been received. Questionnaires were also being issued. Discussions were taking place with Ward Councillors regarding the prevention of parking on the grass verges opposite Branton Farm Nursery. It was explained that it was not possible to take any enforcement action regarding parking on pavements along Moor View and Valley Drive as no offence was being committed unless access was prohibited or damage to pavements was occurring.

With regard to the clearing of ditches by HMP Hatfield it was clarified that those on private land could not be cleared and that the ditch on KIlham Lane was not owned by DMBC and that it was normally owned by the adjacent land owner which in this case was the parish council. There was also a requirement to provide transport and supervision for projects undertaken by HMP Hatfield and it was felt that this could not be arranged and therefore no further action would be taken with the project. Officers confirmed that the vegetation overhanging the footpath between Quarry Lane and Poppyfields Way was the responsibility of the property owners and not DMBC. Discussions had taken place with the landowner for the removal of rubbish that had been deposited to the rear of the electricity sub station on New Road.

RESOLVED (3)

a) That the DMBC Officers are thanked for their attendance and the information provided.

b) That the Clerk writes to the owner of the property 15 Moor View to draw attention to the fact that tenants are driving along the pavement on Valley Drive in order to park on the grass verge adjacent to their property. Councillor Fussey agreed to provide the necessary contact details.

c) That a letter be sent to the properties 17– 23 Springfield Close inclusive requesting that the vegetation be maintained so as not to overhang the footpath and impede pedestrians.

6) MINUTES OF THE MEETING HELD ON 7 DECEMBER 2011

RESOLVED (4)

That the minutes of the Parish Council Meeting held on 7 December 2011 be agreed as a correct record and signed by the Chairman.

7) CLERK’S REPORT ON ACTION ARISING FROM THE PREVIOUS MEETING

a) Neighbourhood Issues – The work to untended land opposite the Rose Garden had been completed.

b) Highway Matters – DMBC had confirmed that it was not possible to provide any audible warning measures at the fork junction of Whiphill Top Lane as these were deemed unsuitable within 200m of residential properties. A bollard had been placed adjacent to the protruding gulley cover following further damage to the one placed originally.

c) Recreation Ground – The basketball had been completed. Following the meeting with DIAL DMBC had rotated the grid leading to the play area as it had been fitted incorrectly. The grid had now been welded and could no longer be cleaned out by the Handyman. A metal bolt had also been sawn off free of charge on the fencing surrounding the hall next to the path leading to the play area. Some minor issues had been raised regarding the disability access arrangements to the hall. The metal fastener to the vehicular access gate had been removed as it was impeding the closure of the gate. A supply of brackets for securing the guttering to Kilham Hall was still awaited from the builder. The lagging of a pipe in the Changing Rooms had been undertaken by Need a Hand Ltd at a cost of £45.

d) Community – No response had been received from DMBC regarding the removal of the remaining trees in order for new trees to be planted although emails had been read by the relevant DMBC Officer and his Line Manager.

e) Planning – The Planning Officer had replied that an inspection of the site at Willow Farm had been undertaken and all equipment relating to business use had been removed. Liaison was being undertaken to progress the completion of work relating to the retention of the lake and restoration of land levels but no legal timeframe existed.

f) Finance – No further response had been received from nPower and the matter would remain pending.

RESOLVED (5)

a) That the Clerk contacts the Highways Department to enquire as to whether any other less costly measures could be considered in an effort to reduce traffic incidents at the junction of Doncaster Road and Whiphill Top Lane and for details of costs to be provided.

b) That DMBC is contacted regarding access to the grid at the entrance to the play area in order to ensure that regular removal of litter and debris can be undertaken.

c) That the advice from DIAL is noted and that as all the work had been approved by a DMBC Building Inspector no action be taken at the present time and the situation is monitored.

d) That Councillor Woodcock is asked to arrange for DMBC to provide a response regarding the completion of the removal of the deceased trees on Langton Gardens in preparation for new trees to be planted.

e) That the response from the Planning Officer regarding the enforcement investigation is noted and that he is informed of unsightly appearance of the large mounds of earth that are visible.

f) That all other action and information is noted.

8) CONSIDERATION OF ITEMS RAISED BY THE PUBLIC

As no members of the public were in attendance no items were raised.

9) KILHAM HALL MANAGEMENT COMMITTEE REPORT

Councillor Fussey reported that the hall continued to operate successfully and the account currently reflected a balance of £11,800 with some additional income to be added. An additional Zumba class would take place on Tuesday afternoons and the Mother and Toddler group was due to start next week. The committee were to consider an event to celebrate the Queen’s diamond jubilee.

RESOLVED (6)

That the report is received and a message of appreciation be extended to the Management Committee and the Caretaker for the work undertaken to ensure the success of the hall.

10) RECREATION GROUND ISSUES

a) Quotation to Isolate the Water Supply to the Changing Rooms Building

Consideration was given to a quotation from Need a Hand Ltd to provide a separate stop cock in the Changing Rooms to isolate the water supply.

b) Quotation for Adaptations to the Front Access Gate to Enable Disabled Access

A quotation from Need a Hand Ltd proposing the additional fencing around the front pedestrian gate be removed at a cost of £275 was considered. Discussion took place as to whether the creation of a separate gate with a key provided to disabled users would be more appropriate.

c) Provision of Screening to Rear of Ball Wall

A quotation from Need a Hand was awaited as there were some concerns regarding the location in relation to the cutting of the perimeter hedge.

d) Adaptations to Perimeter Fencing at the Children’s Play Area

Following completion of work to the grid at the entrance of the play area DMBC had recommended that removal of every alternate hoop on the perimeter fence to the play area at a cost of £180.

e) Quotation for Re-Surfacing of Children’s Play Area

Quotations were still awaited. Councillor Sidebottom referred to the surface supplied to the Trim Trail at St Wilfrid’s School and that this was less expensive than the traditional wet pour surfaces and could be viewed at the school.

RESOLVED (7)

a) That further quotations are obtained from M& E Plumbing Services and TSP Plumbing and Heating and that advice on the specification is sought from the Caretaker of Kilham Hall.

b) That a site meeting is arranged with Need a Hand Ltd to consider further adaptations to the front access of the recreation ground to create a more appropriate disabled access.

c) That the specification for the wire mesh screen to the rear of the ball wall be discussed further with Need a Hand Ltd at the site meeting to be arranged.

d) That DMBC is asked to undertake the work to the perimeter fencing around the play area at a cost of £180.

e) That consideration is given to quotations for resurfacing the play area at the next meeting.

11) GROUNDS MAINTENANCE CONTRACT FOR 2012/13

Consideration was given to quotations received for the new contract. The Clerk explained that the cost of treatment work from North Notts Landscapes was based on an estimate of the field being equivalent to the size of two football pitches as no actual measurement had been undertaken.

RESOLVED (8)

a) That DMBC be contracted to continue to empty the two dog litter bins at Poppyfields and the Rose Garden and the standard litter bin at the Children’s Play area at a cost of £13.05 per week.

b) That Veolia Services Ltd. be contracted to carry our grass cutting based on the height of the cut to be agreed and that this be changed as may be necessary for 13 cuts for the period from 1 April 2012 at a cost of £29 per cut.

c) That North Notts Landscapes be provisionally confirmed as the contractor for the provision of treatment work to the field and the annual hedge cutting subject to a final actual costs being received.

12) NEW PLANNING APPLICATIONS AND UPDATE ON PREVIOUS APPLICATIONS

The following new applications were considered and details of decisions reached since the last meeting were circulated for information.

11/02887/FUL

Jasmine Cottage,

a) Retrospective approval for erection of pitched roof to garage at rear of property on Main Street, Old Cantley

No comments

11/03247/FUL

1 Warning Tongue Lane

b) Erection of conservatory to rear of detached bungalow

No comments

11/03406/FUL

40 St Vincents Avenue

c) Erection of detached dormer bungalow with two parking spaces

No comments

11/03460/FUL

2 Plantation Avenue

d) Erection of detached four bedroom house and detached garage on approx 0.23 ha of land to rear of property

Comments re tree planting

11/03479/FUL

2 Plantation Avenue

e) Erection of single storey pitched roof extension to side/rear of semi detached bungalow following part demolition

a) That the Planning Authority be informed that the parish council wish to request that any trees removed are replaced as deemed appropriate.

b) That all other applications and decisions reached are duly noted including the decision of the Planning Committee to approve the first stage of the Manor Farm development as reported in the local press.

13) HIGHWAY MATTERS

No new highway matters were raised.

14) REVIEW OF 2011 CHRISTMAS CAROL SINGING EVENT

Members reported that attendance was less than the previous year as the event had coincided with the Cubs Christmas party and a gymnastics competition. Views were expressed that the seating in rows was too formal and the use of round tables may be more appropriate, a reduction in the number of carols would be beneficial, the musical accompaniment was too loud and that the timing of the appearance of Father Christmas could be reviewed.

RESOLVED (10)

That further consideration is given to the arrangements for the 2012 event at the next meeting.

15) TRAINING ON NEIGHBOURHOOD PLANNING ON 19 JANUARY 2012

Councillor Worthington reported that as the date coincided with a meeting of the Airport Consultative Committee she was unable to attend. The Clerk confirmed that notification had been received that Clerks were welcome to attend.

RESOLVED (11)

That the information is received and noted and the Clerk’s attendance is agreed along with the Chairman if she wishes to attend.

16) WEBSITE ISSUES

There were no issues to report and there had been no response to the request for old photographs.

17) CONSULTATION ON DMBC NEIGHBOURHOOD CHARTER

Consideration was given to the proposed revised document and the following comments were made;

The parish council is pleased to note that parish/town councils are now listed directly below the District Council; the new Charter is welcomed and it is hoped it will prove workable and as used to be the case PACT meetings are held in Branton and surrounding villages as currently none take place in the Finningley Ward so anyone wishing to attend has to travel to Tickhill or Bawtry.

RESOLVED (12)

That the comments of the parish council be submitted to the relevant officer at DMBC.

.

18) THIRD QUARTER BUDGET MONITORING REPORT

Consideration was given to the third quarter budget report circulated with the agenda and the addition of £4.92 bank interest.

RESOLVED (13)

That the report is received and the information duly noted.

19) AUTHORISATION OF DIRECT BANK PAYMENTS

Consideration was given to the schedule of bank payments for signature/authorisation.

RESOLVED (14)

That the following payments be duly authorised subject to payment to SMP being withheld until the work is fully completed:

D11/48

Handyman

Nails for the securing of weld mesh

£1.78

D11/49

Handyman

3rd quarter salary/travel

£538.10

D11/50

HMRC

3rd quarter tax and NI payment

£500.65

D11/51

Clerk

January salary/travel

£504.36

D11/52

Need a Hand Ltd.

Lagging pipe in Changing Rooms

£45

20) ITEMS OF CORRESPONDENCE

Correspondence denoted on the agenda was considered including a letter from Councillor Cynthia Ransome headed ‘Love Where You Live’, White Rose Update for November 2011, An Introduction to Neighbourhood Planning from the Department of Communities and Local Government and SLCC Conference and Training programme for 2012.

RESOLVED (15)

That the items of correspondence be received and duly noted.

21) DATE AND TIME OF NEXT MEETING

RESOLVED (16)

That the next meeting be held on Wednesday 1 February 2012 at 7.00 p.m. at Kilham Hall.